Bids & Proposals Specialist

Job Description

We are seeking a highly organized and detail-oriented Bids & Proposals Specialist to support executive operations and manage the end-to-end process of proposal and bid preparation. The ideal candidate has a strong background in content writing, project coordination, and executive assistance, with the ability to craft persuasive materials, manage deadlines, and maintain efficient workflows across departments.

This role requires a professional who thrives in a fast-paced, international environment and can balance administrative precision, creative writing, and digital communication, including basic social media planning and management.

Core Competencies

• Excellent written and verbal communication skills with strong business writing acumen.
• Proven experience in bids and proposal writing, including editing, formatting, and submitting polished documents.
• Strong organizational and project management skills — able to manage multiple priorities and stakeholders.
• High attention to detail with an analytical and creative mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with CRM tools, project management systems, and collaboration software (Teams, Asana, or similar).
• Understanding of social media management and content scheduling tools (e.g., Buffer, Hootsuite, or native platform scheduling).
• Discretion, professionalism, and the ability to handle sensitive information with integrity.
• A proactive, self-driven, and adaptable attitude in a fully remote environment.

Job Responsibilities

Bids, Proposals & Content Writing

• Research, draft, and prepare grant proposals, bids, and RFP responses.
• Edit and refine written submissions to ensure clarity, alignment with brand tone, and adherence to requirements.
• Collaborate with executives and subject matter experts to gather input and create compelling narratives.
• Maintain a repository of proposal templates, case studies, and reference materials for future use.
• Develop and write content for internal and external communications (reports, presentations, newsletters, etc.).

Social Media Planning & Communications

• Assist in developing, scheduling, and publishing social media content aligned with organizational goals.
• Coordinate with leadership for content approvals and ensure posts reflect professional and brand standards.
• Track engagement and suggest improvements for reach and messaging consistency.

Project Coordination

• Support project timelines, deliverables, and stakeholder communication.
• Organize and track progress across multiple ongoing projects and ensure timely completion.
• Coordinate with internal teams to collect updates, documents, and status reports.
• Oversee administrative functions that support project workflows, including scheduling and correspondence.

Executive Assistance

• Provide direct support to senior leadership, including email management, calendar coordination, and meeting organization.

• Prepare executive summaries, presentations, and briefing materials.

• Manage travel arrangements, expense tracking, and follow-ups on assigned tasks.

• Serve as a liaison between executives and cross-functional teams, ensuring smooth communication and task alignment.

• Bachelor’s degree in Communications, Business Administration, English, or a related field.

• Minimum 3–5 years of experience in bids/proposal writing, project management, or executive support.

• Demonstrated experience preparing and editing proposals, grants, or business documents.

• Strong command of written English and the ability to adapt writing style to audience and purpose.

• Experience with social media planning, scheduling, or content management.

• Experience working in an international or multicultural setting is an advantage.

• Excellent organizational, multitasking, and prioritization skills.

• Tech-savvy and comfortable with remote work tools and digital collaboration platforms.

Minimum Technical and Work Environment Requirements:

• Internet Connection:

  • Primary internet connection with a minimum speed of 15 Mbps.
  • Backup internet connection with at least 10 Mbps.
  • Backup connection must be capable of supporting work during a power outage.

• Primary Device:

  • Desktop or laptop equipped with at least:

    • Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
    • A minimum of 8 GB RAM.

• Backup Device:

  • Must meet or exceed the performance of an Intel Core i3 processor.
  • Must be functional during power interruptions.

• A functioning webcam.

• A noise-canceling USB headset.

• A quiet, dedicated home office space.

• Peripherals and Workspace: A smartphone for communication and verification purposes.

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.

• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.

• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.

• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.

• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.

• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.